🟡Payroll

This page provides a step by step guide for FAQs related to 'Payroll' tab in the employee profile

1. How to process Arrears?

There are 2 types of Arrears that you can process

A.1 Increment for Single Employee

A.2. Increment for Bulk Employees

B. ‘LOP Credit Days’ in monthly Input

Increment

Precondition:

Ensure that you entered the LOP days in the monthly input before proceeding to the Increment process.

A1. How to do Increment for Single Employee

Step 1: Log into the cloud portal, go to the ‘Employee’ menu and select the ‘Employee List’ submenu.

Step 2: Select the employee from the list to go to their profile.

Step 3: Under the ‘Payroll’ tab, click on the ‘Increment’ subtab. Here you can see the employee’s past increment details. Click on the ‘+’ icon towards the right-hand corner of the screen to add a new increment.

Step 4: Select the ‘Apply On’ month from the drop-down, select ‘Effective Date’ and click on the ‘Proceed’ button.

Step 5: The system will fetch a value for LOP days, you need to specify the number of LOP days ‘Before’ and ‘After’ effective date of increment. Next, in the ‘New Value’ field enter the employee’s salary after the increment and click on the ‘Save’ button.

Note:

Before (LOP/PD Days): Number of paid day or loss of pay day leaves before effective date

After (LOP/PD Days): Number of paid day or loss of pay day leaves after effective date

Once you conclude these steps, arrears for the single employee will be processed.

Note : Before starting with the Increment process Save the monthly Input for the 'Apply On' Month and then proceed with Increment

Path: Cloud Portal>Employee>Employee List>Payroll>Increment>'+ Icon'>enter details>Proceed>enter details>Save

A.2 How to do Bulk Employees Increment?

Step 1: Log into the cloud portal, go to the ‘Payroll’ menu and under the ‘Import’ submenu click on the ‘Increment’ option.

Step 2: Download the ‘Sample Increment Import’ file from the upper right-hand corner of the screen and prepare the file for upload with the necessary data accordingly

Step 3: Select the employee category from the ‘Category’ dropdown and fields will be visible.

Step 3: Select a template from the ‘Select Template’ dropdown and upload the file in the ‘Import Templates’ field.

Step 4: Enter value for the ‘Starting-Ending Row’ and ‘Employee Code Column Name’, then select ‘Increment Apply On Month’ and ‘Increment Apply On Year’. The ‘Sheet Name’ will be auto-populated; if there are multiple sheets, you can select those from the dropdown.

Step 5: Select ‘Effective Date Column Name’. Select te employee’s number of leaves with respect to effective date from the ‘Before Days (LOP/PD) Column’ and ‘After Days (LOP/PD) Column’ dropdowns.

Step 6: Map the ‘Component Names’ according to the Excel sheet using respective dropdowns.

Step 7: Click the ‘Save Settings’ button so the settings will be saved and then click on the ‘Upload File’ button and the shift will be assigned to the employees.

Once you complete these stages arrears for bulk employee increments will be processed.

B. How to do ‘LOP Credit Days’ in monthly input?

To put ‘LOP Credit Days’ in monthly input & process arrear days accordingly follow the steps below.

Step 1: In the cloud portal click on the ‘Employee’ menu and select the ‘Employee List’.

Step 2: Select an employee for whom you want to credit LOP and their profile will open.

Step 3: Under the ‘Payroll’ tab click on the ‘Monthly Input’ subtab. Select the ‘Month’ and ‘Year’, then click on the ‘Edit’ button and more options will appear below.

Step 4: In the ‘LOP Credit Days’ field enter the required value, click on the ‘Save’ button and the arrears will be processed accordingly.

For any queries, contact [e-mail]

2. How to process payroll?

Step 1: Log into the cloud portal and click on the ‘Employee’ click on ‘Employee List’

Step 2: Select the employee from the list to go to the employee profile.

Step 3: Click on ‘Payroll’ and select ‘Monthly Input’ select the month and click on ‘View’. Fill in the required fields and click on the ‘Save’ button.

Step 4: Click on the ‘Payroll Process’ and select the month. Now click on the ‘Process Payroll’ button.

If you are unable to make above changes kindly contact us at [e-mail]

3. How to enter monthly input for a single employee?

Step 1: Log into the cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.

Step 2: Select the employee from the list and that will take you to their profile.

Step 3: Under the ‘Payroll’ tab click on the ‘Monthly Input’ subtab. Select the ‘Month’ and ‘Year’ and click on the ‘Edit’ button.

Step 4: The monthly input fields will appear. Fill in the required values for the respective monthly input and click on the ‘Save’ button. Monthly input for the employee will be saved.

For any queries, contact [e-mail]

4. How to edit/update pay sheet or run payroll for a single employee?

To edit paysheet for an employee

A. Edit Monthly Input

B. Run Payroll

A. How to edit monthly input for a single employee?

Step 1: Log into cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.

Step 2: Select the employee for whom you want to edit monthly input.

Step 3: Under the ‘Profile’ tab click on the ‘Monthly Input’ subtab. Select the Month and Year and click on the ‘Edit’ button.

Step 4: The list of monthly inputs will appear. Edit the monthly inputs as required in the respective fields and click on the ‘Save’ button. The updated monthly inputs will be saved for the employee.

Once you have changed monthly inputs for the employee you need to rerun the payroll.

B. How to run payroll for a single employee?

To run the payroll for an employee you need to go to their profile.

Step 1: Log into cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.

Step 2: Select the employee for whom you want to run payroll.

Once you reach employee’s profile follow the steps below.

Step 3: Under the ‘Payroll’ tab click on the ‘Payroll Process’ subtab.

Step 4: Select Month and year in the respective fields and select the checkbox for ‘With Income Tax Process’ if required. Click on the ‘Process Payroll’ button and the payroll will be processed accordingly.

Path:

Edit Monthly Input: Cloud portal>Employee>Employee List>select employee>Payroll>Monthly Input>Edit>make required changes>Save

Process payroll: Cloud portal>Employee>Employee List>select employee>Payroll>Payroll Process>select required details>Process Payroll

For any queries, contact [e-mail]

5. How to add bonus amount for employee in the monthly input for the payroll?

Step 1: Log into cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.

Step 2: Select the employee for whom you want to update the notice period and system will take you to their profile.

Step 3: Under the ‘Payroll’ tab click on the ‘Monthly Input’ subtab. Select the ‘Month’ and ‘Year’ from the respective fields and click on the ‘Edit’ button.

Step 4: Enter the ‘Bonus’ amount in the respective field and click on the ‘Save’ button. The bonus will be added for the employee to the respective month.

Path: Employee>Employee List>select employee>Payroll>Monthly Input>Edit>enter Bonus>Save

For any queries, contact [e-mail]

6. How to delete loan entry for the employee?

Step 1: Go to the cloud portal, under the 'Employee' menu click on the 'Employee List' submenu.

Step 2: Select the employee whose loan entry you want to delete by clicking on their name and the system will take you to their profile.

Step 3: Under the 'Payroll' tab click on the ‘Loan’ subtab. Employee’s loan details will be displayed here.

Step 4: Find the loan entry you want to delete. Click the ‘3 Dots’ from the right-hand side on the respective entry and click on the ‘Delete Loan’ option and the loan entry will be deleted.

Note:

• If the Payroll processed during the loan period the Loan Entries will not be deleted.

• If you still want to delete the loan entry first, you need to delete the payroll for the employee and then delete the loan entries.

• Please recheck the monthly inputs for the respective employee and process the payroll for that employee again.

Path: Cloud Portal>Employee>Employee List>select employee>Payroll>Loan>find the loan entry click on ‘3 Dots’>Delete Loan.

For any queries, contact [e-mail]

7. How to delete payroll for a single employee?

Step 1: Log into cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.

Step 2: Select the employee for whom you want delete payroll and system will take you to their profile.

Step 3: Under the ‘Payroll’ tab click on the ‘Payroll Process’ subtab. Select the ‘Month’ and click on the ‘Delete Payroll’ button. The payroll will be deleted.

Path: Cloud Portal>Employee>Employee List>select employee>Payroll>Payroll Process>select month>Delete Payroll

For any queries, contact [e-mail]

8. How to remove time-based leave deduction for an employee?

Step 1: Log into the cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.

Step 2: Select the employee from the list and that will take you to their profile.

Step 3: Under the ‘Payroll’ tab click on the ‘Monthly Input’ subtab. Select the ‘Month’ and ‘Year’ and click on the ‘Edit’ button.

Step 4: The monthly input fields will appear. Change value in the ‘LOP Days’ field to remove the leave deduction as required and click on the ‘Save’ button. Monthly input for the employee will be saved.

Path: Cloud Portal>Employee>Employee List>select employee>Payroll>Monthly Input>Month>Edit>edit LOP value>Save

For any queries, contact [e-mail]

9. How to remove pending loan amount for separated employee?

To remove the pending loan amount for the separated employee, you will need to first Release the separated employee. Then delete the loan entry from cloud portal.

10. How to delete loan entry of an employee from the cloud portal?

Step 1: Log into cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.

Step 2: Select the employee for whom you want to delete loan entry and system will take you to their profile.

Step 3: Under the ‘Payroll’ tab click on the ‘Loan’ subtab. Click on the respective ‘3 Dots’ for the entry you want to delete and click on the ‘Delete Loan’ option and the loan entry will be deleted.

Path: Cloud Portal>Employee>Employee List>Employee Profile>Payroll>Loan>click on the respective ‘3 Dots’>Delete Loan

Link: https://cloud.pockethrms.com/Employee/employee/Profile?employeeID=764&module=loan&empstatus=1

For any queries, contact [e-mail]

11. How to delete the uploaded increment report/data/details?

Once increment is uploaded from the increment uploaded process you can delete ir in 2 ways

• Delete increment for a category
• Delete increment for individual employee

For any queries, contact [e-mail]

12. How to delete uploaded increment for a particular category or category-wise?

Step 1: Log into the cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.

Step 2: Select any employee for whom increment is added and system will take you to their profile.

Step 3: Under the ‘Payroll’ tab, click on the ‘Increment’ subtab and click on the ‘-‘ (minus icon) towards upper right side of the screen.

Step 4: Select the ‘Apply Month’, ‘Apply Year’, ‘Select Category’ for which you want to delete the increment and click on the ‘Delete All’ button. Increment will be deleted for all the employees in the selected category since the selected apply month.

Path: Cloud Portal>Employee>Employee List>select any employee for whom increment is already added>Payroll>Increment>click on ‘-‘ Icon (Minus sign) towards top right>select details>Delete All (The Increment added for the selected month, year will be deleted for all employee under the selected category)

For any queries, contact [e-mail]

13. How to delete the uploaded or imported increment report/data/details?

Step 1: Log into the cloud portal, go to the ‘Employee’ menu and click on the ‘Employee List’ submenu.

Step 2: Select the employee for whom you want to delete increment and system will take you to their profile.

Step 3: Under the ‘Payroll’ tab, click on the ‘Increment’ subtab and click on the ‘Delete Icon‘ for the respective month for which you want to delete the increment. The increment will be deleted accordingly.

Path: Cloud Portal>Employee>Employee List>select employee>Payroll>Increment>click on ‘Delete Icon’ for the respective month

For any queries, contact [e-mail]

14. How to add new loan amount/loan entry for an employee from the cloud portal?

Step 1: Go to the cloud portal, under the 'Employee' menu click on the 'Employee List' submenu.

Step 2: Select the employee whose loan entry you want to delete by clicking on their name and the system will take you to their profile.

Step 3: Under the 'Payroll' tab select the ‘Loan’ subtab and click on the ‘+’ icon towards upper left side of the screen.

Step 4: Fill in the required details, click on the save button and the loan will be added accordingly for the employee.

Path: Cloud Portal>Employee>Employee List>select employee>Payroll>Loan>click on ‘+ Icon’>fill in details>Save.

For any queries, contact [e-mail]

15. How to stop payment or payroll or salary for the left employee/former employee?

You cannot stop payment for the employee if they have been already separated or left from the system. You can only stop payment for the employees that are live in the system.

For any queries, contact [e-mail]

16. How to stop payment or payroll or salary for an employee from the cloud portal?

Step 1: Go to the cloud portal, under the 'Employee' menu click on the 'Employee List' submenu.

Step 2: Select the employee whom you want to stop the payment and the system will take you to their profile.

Step 3: Under the 'Payroll' tab select the ‘Stop Payment’ subtab and click on the ‘+’ icon towards upper left side of the screen.

Step 4: Fill in the required details such as, Stop Payment Month, Year, Type and Remark. Click on the ‘Save’ button and the payment for the employee will be stopped accordingly.

Note: Stop payment cannot be done for the employees who are already left or separated from the system.

Path: Cloud Portal>Employee>Employee List>select employee>Payroll>Stop Payment>click on ‘+ Icon’>fill in details>Save.

For any queries, contact [e-mail]

17. How to process payroll till last working date of the employee, while employee is not separated yet?

How to process payroll for employee for only particular number of days in the month?

Step 1: Go to the cloud portal, under the 'Employee' menu click on the 'Employee List' submenu.

Step 2: Select the employee whom you want to edit number of payroll days and the system will take you to their profile.

Step 3: Under the 'Payroll' tab select ‘Monthly Input’ subtab, enter the Month and Year and click on the ‘Edit’ button.

Step 4: Enter the number of days for which you don’t want to run payroll for the month in the ‘LOP’ field and click on the ‘Save’ button.

For example,

Number of days in the month= 31

Number of days for which you want to process payroll= 27

LOP value to be entered: 31 – 27 = 4

Step 5: Now in the employee’s profile, under the ‘Payroll’ tab click on the ‘Payroll Process’ subtab. Select the Month, Year and other required options from the respective fields as per your company policies and click on the ‘Process Payroll’ button. The payroll for the employee will be processed accordingly.

Path: Cloud Portal>Employee>Employee List>select employee>Payroll>Monthly Input> enter details>Edit>enter ‘LOP’ value as required>Save>stay on employee’s profile>Payroll>Process Payroll>fill in details> Process Payroll.

For any queries, contact [e-mail]

18. How to hold or stop employee’s salary or payment?

Step 1: Log into the cloud portal, go to ‘Employee’ menu and select the ‘Employee List’ submenu.

Step 2: Select the employee and the system will take you to their profile.

Step 3: Click on the ‘Payroll’ tab, followed by ‘Stop Payment’ subtab. Click on the ‘+’ Icon towards the upper right corner of the screen.

Step 4: Fill in the required details in the respective fields of the ‘Stop Payment’ pop-up and click on the ‘Save’ button. The employee’s payment will be stopped accordingly.

Path: Cloud Portal>Employee>Employee List>select employee>Payroll>Stop Payment>click on ‘+ Icon’>fill in details>Save.

For any queries, contact [e-mail]

19. How to add deduction in the employee salary?

For deduction from the employee salary follow the steps below.

• Ensure that the deduction component is added and if not add the salary deduction component.
• Enable Direct deduction for the component for particular category so the value mentioned in the monthly input will be directly deducted.
• Add deduction value in monthly input for the employee
• Run payroll for the employee

For any queries, contact [e-mail]